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Module 4
Bid Documents — Interpreting a Request for Proposal
BID DOCUMENTS — INTERPRETING A REQUEST FOR PROPOSAL
This module provides a brief overview of an RFP document and highlights some of its key components.
Overview of a Request for Proposal
A Request for Proposal (RFP) is probably the most common form of bid request that is used by government, and VANOC uses RFPs extensively. An RFP will usually explain:
- the role of the buying agency
- the background of the project
- some of the issues the buyer faces
- the scope of the project
- the parameters for submission of solutions
An RFP outlines how proposals will be evaluated and states some of the terms and conditions for proposal acceptance and contract awarding. It also contains contact information, should you have questions.
Key Components of a Request for Proposal
Cover Page — Typically, a cover page lists the name of the buying organization (who is issuing the RFP), the closing date and time, and the name of a contact person.
Introduction — The introduction provides some brief background on the organization making the purchase and some context for the products or services it is seeking.
Project Details and Scope of Work — This component provides a detailed explanation of the project and any specific information on product or service specifications. It also includes design and pricing guidelines, along with any key dates related to the project schedule.
RFP Process — This section provides very specific information about the overall process for the RFP, including any requirements concerning your bid, to whom and how to make enquiries, the closing date, where the proposal should be sent, how late proposals will be handled, information meetings for bidding companies (if any), legal issues (e.g., conflict of interest), the evaluation and selection process, and any information related to negotiation.
Proposal Preparation — A set of very specific instructions is provided for proposal preparation, including guidance on issues such as joint proposals (two companies bidding together), expenses for proposal preparation, liability and completeness of proposal.
Additional Terms — Often there is a legal section that deals specifically with any additional terms related to the proposal, such as acceptance or rejection of proposals, contract issues, issues regarding solicitation, etc.
Evaluation Criteria — Usually there is a specific section that details the evaluation criteria that will be used to select a winning bid. Sometimes there are mandatory criteria that must be met in order to move through the next step. Additional or desirable criteria will then be evaluated and factored into the final decision.
Proposal Contents and Format — This is a very detailed and specific set of instructions on exactly how the proposal should be formatted and may include a list of required sections and their sequencing, how many pages can be used to provide a response, and a preformatted letter to be signed and returned as a cover letter for the proposal.
Appendices — Any other additional information, specifications, background reports or related documentation may be included in one or more appendices.
An example of an actual RFP document from VANOC is available in the “Tools & Resources” section of the 2010 Commerce Centre website at www.2010CommerceCentre.gov.bc.ca.
READ IT ONCE — THEN READ IT AGAIN
You can expect even a simple RFP from a government agency or from VANOC to easily run up to 20 pages in total length. Be sure to devote sufficient time to understanding it thoroughly. Buyers will sometimes be very specific about their requirements and how you should respond. Re-read the RFP a few times to ensure you’ve noted all the critical content. It’s a good idea to have more than one person read the document to ensure that nothing has been missed.You’d be surprised how frequently one person will catch something another person hadn’t thought was important.
Module 5 provides an overview of the factors you should consider in deciding whether to respond to an RFP.
